Applying Retention Schedules to records

• You can apply Retention Schedules to new records as you are creating them - the Content Manager administrator would have to add the archiving fields to the New Record forms, and users can fill them in when creating records. See Record Type Form page.

  However, you will need to review the final sentencing of the record before making the record Final. See Reviewing a record's schedules.

• You can apply Retention Schedules to existing records.

  To apply or change Retention Schedules for existing records, follow the steps below:

1. Right-click the record to apply a Retention Schedule to and on the Archiving menu, click Retention.

   The Retention Details dialogue box - Scheduling tab appears.

2. Select from the options:
   • Modify retention settings- select to make changes in this dialogue box.

     To change the schedule, select the box Assign Retention Schedule and type in the number or use KwikSelect to select the new schedule.

   • Remove any existing Schedule - select and click OK to just remove the current Retention Schedule from the record
   • Set Schedule to - displays the current Retention Schedule applied to the record. To change it, select the field and enter the new schedule.
     With a schedule applied to the record, you cannot use the field Set Manual Disposal Date to.
   • Set Manual Disposal Date to - a manually set disposal date on which Content Manager will dispose of the record.

     When you set a date here and click OK, Content Manager removes the schedule from the record. You can either apply a schedule to the record, or use a manual disposal date, but not both.

     You need Record Archivist permission to be able to use this field.

   •  Next Retention Review Date for the Record - sets the review date options for the Schedule. The current review date appears on the right.

     See also Reviewing a record's schedules.

     • Keep Current Review Date - keeps the current review date
     • Reviewed - removes the review date currently set on the record.

       Sets the Retention Review Date.

     • Set to Review in - select to use the next two fields, which you can set to a maximum of 99 years or 990 months
3. Notes tab - enables you to type an informational note regarding the retention of the record
4. Click OK.

   Content Manager applies the Retention Schedule.

Promoting a record's Retention Schedule to it's Container

When a record is contained within another record, there may be a requirement to update the container's Retention Schedule to be the same as one of it's contained records, for example, a contained record has a more severe schedule. A record's Retention Schedule can be promoted using the Review Schedule option, see Promote Schedule <number> to Container, or on a selected record, right-click point to the Archiving menu and click Promote Schedule. Click OK on the displayed dialogue to confirm the promotion of the schedule number to the container record.

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